Admin Officer (Large Asset Management Firm)

We are seeking a highly experienced reliable organized and people-oriented Office Administrator to manage the smooth functioning of our office operations. This role requires a professional who combines strong administrative expertise with a hospitality-driven mindset ensuring warm efficient and high-quality experience for employees clients and our entire stakeholder ecosystem. The ideal candidate will be detail-oriented calm under pressure trustworthy and proactive with the ability to manage multiple priorities while maintaining high service standards. The Administrator will support managers and employees by coordinating day-to-day administrative activities including managing office equipment expense management scheduling meetings and events arranging business travel and overseeing vendor coordination. The successful candidate should bring prior experience in office administration or a similar role and tech savvy with intermediate to expert level knowledge and experience of working with various technology tools like MS Office suite such as MS Word Excel PowerPoint being the most important along with the other productivity tools like HRMS CRM Travel and Expense Management etc. Ultimately this role plays a key part in ensuring that office procedures run smoothly and the workplace reflects professionalism efficiency and care.

Key Responsibilities

Office Operations & Hospitality

Schedule and coordinate internal and external meetings including meeting room setup and hospitality arrangements (food & beverages).
Act as the first point of contact for guests and visitors ensuring a warm and professional experience.
Ensure overall upkeep of the office including workspace hygiene pantry standards and service quality.
Maintain operational oversight of key administrative processes identifying opportunities to improve efficiency and workflow.

Travel Events & Engagement

Manage business travel arrangements for employees including flight and hotel bookings itineraries visa coordination and calendar management..
Plan and execute office events offsites and team activities end-to-end.
Build and maintain a global database of restaurants and hotels to proactively manage business travel and client hosting especially for frequently visited foreign destinations (strong geographical awareness required).
Organise complex travel itineraries visa applications logistics and documentation with precision.

Vendor Finance & Assets

Handle vendor management including onboarding new vendors maintaining vendor records system registrations and invoice documentation.
Coordinate expense management including end-to-end handling of expense claims receipt tracking and timely submission to the respective team.
Oversee office supplies and pantry management ensuring adequate stock and cost control.
IT Asset Management.

Employee Support & Compliance

Maintain employee records (physical and digital) including documentation and basic leave tracking.
Manage incoming and outgoing mail and courier services.
Prepare reports trackers and presentations for management.
Act as a key point of contact for queries from managers and employees ensuring timely and professional support.
Update and maintain office policies and SOPs ensuring compliance and smooth implementation.

Key Skills & Requirements

Excellent spoken and written English with a warm professional personality.
8-10 years of experience in administration corporate services or hospitality roles.
Candidate must possess at least a PG Degree / Diploma in HR and Administration or an equivalent Professional Qualification in similar fields. Proficiency in MS Word Excel PowerPoint & Outlook.
Strong organizational prioritization and time-management skills.
High attention to detail with a disciplined work ethic.
Clear communicator with strong interpersonal and stakeholder skills.
Professional presence when interacting with guests and senior leaders.
Self-starter with ownership mindset; able to work with minimal supervision.
Growth mindset with eagerness to learn and improve continuously.
Trustworthy & discreet in handling confidential information.
Calm under pressure adaptable and flexible.
Proactive problem-solver with a positive attitude.
Customer service / hospitality experience is a strong advantage.
Strong business acumen and ability to engage confidently with senior stakeholders.
Strategic anticipation - able to think several steps ahead; predicts needs before they arise; pre-empts problems.
Outstanding attention to detail coupled with a strong sense of ownership.

Required Skills:

Admin officerAdmin